The posting
Company Description
IOTA Group is an international technical services and engineering consultancy company supporting major industrial projects worldwide. With over 40 years of experience, we provide specialized engineering expertise and workforce solutions across the Energy, Mining, Oil & Gas, Infrastructure and Industrial sectors.
For one of our international clients, a major player in the mining industry, we are seeking an experienced Senior Contract Administrator to support the delivery of a large-scale mining and mineral processing development project in Namibia.
The project involves complex engineering and infrastructure development activities, international procurement packages and multiple EPC/EPCM contractual interfaces.
The successful candidate will play a key role in ensuring the effective administration of major project contracts, supporting commercial performance, contractual compliance, risk management and successful project execution.
This opportunity is particularly suited to a contract administration professional with a strong background in international industrial projects and extensive experience managing complex contractual relationships.
Job Description
Reporting hierarchically to the Procurement & Contracts Manager and operationally to the Project Director, the Senior Contract Administrator will be responsible for administering and monitoring project contracts throughout their entire lifecycle, from contract award and mobilization to final settlement and close-out.
The position requires close collaboration with Procurement, Engineering, Project Controls, Finance, Legal, Quality and Construction teams, as well as external contractors and suppliers.
Key Responsibilities:
Contract Administration & Management
- Manage the day-to-day administration of major EPC, EPCM, construction, engineering, service and supply contracts.
- Ensure that all contractual activities are performed in accordance with agreed terms and conditions, project requirements and applicable regulations.
- Maintain and update contract registers, contract files and contractual correspondence.
- Organize and coordinate contract kick-off meetings with contractors and project stakeholders.
- Prepare, review and manage contractual notices, instructions, letters and formal communications.
- Monitor contractual obligations, deliverables, milestones and key performance indicators.
- Verify and monitor contractual guarantees, insurance certificates, performance bonds and retention requirements.
- Ensure accurate record keeping and traceability throughout the contract lifecycle.
Variations, Claims & Commercial Risk Management
- Administer contract variations, change orders and contractual amendments.
- Maintain variation registers and monitor the commercial and contractual impacts of project changes.
- Identify contractual risks, potential disputes and emerging claims.
- Monitor contractual notice periods, early warnings and compliance with notification requirements.
- Support claims assessments by compiling contractual records, correspondence and supporting documentation.
- Work closely with Legal, Planning and Project Controls teams to evaluate delay events, extensions of time and contractual entitlements.
- Assist in developing strategies for dispute avoidance and contractual risk mitigation.
- Ensure that contractual decisions and recommendations are appropriately documented.
Commercial & Financial Contract Administration
- Review contractor payment applications and verify compliance with contractual payment terms.
- Monitor contract milestones, payment certificates, retention amounts and financial guarantees.
- Coordinate with Cost Control and Finance teams to validate payments against approved works and deliverables.
- Support the reconciliation of contract values, variations and final accounts.
- Monitor contractor commercial performance and identify potential cost exposure.
- Contribute to contract reporting, financial forecasts and commercial performance reviews.
Procurement & EPC/EPCM Contract Support
- Support the preparation and administration of tender documentation, Requests for Quotation (RFQ) and contract packages.
- Participate in commercial bid evaluations and contractual clarification processes.
- Assist with contract negotiations and contractor selection activities.
- Review contractual provisions related to performance guarantees, liquidated damages, delivery milestones, quality requirements, confidentiality and intellectual property.
- Ensure consistency between procurement documentation, technical specifications and contractual obligations.
- Coordinate with international suppliers, contractors and project stakeholders throughout the procurement and execution phases.
Contract Performance & Project Coordination
- Monitor contractor performance against contractual commitments and agreed project objectives.
- Support regular contract progress meetings and prepare performance reports.
- Coordinate with Engineering, Construction and Quality teams on technical deliverables, acceptance criteria and contractual interfaces.
- Follow up contractual requirements relating to HSE, quality assurance, commissioning and project handover.
- Assist in managing defects liability periods, outstanding contractual obligations and warranty requirements.
- Coordinate final account settlements and formal contract close-out procedures.
- Contribute to the development and improvement of digital contract administration workflows and document management systems.
Qualifications
Education & Professional Experience
- Bachelor's or Master's degree in Engineering, Quantity Surveying, Construction Management, Law, Business Administration, Commerce or a related discipline.
- Minimum 8 years of professional experience in Contract Administration, Contract Management or Commercial Administration.
- Proven experience on major international mining, industrial, infrastructure, energy or EPC/EPCM projects.
- Demonstrated experience managing the full contract lifecycle, including tendering support, contract award, contract administration, variations, payment certification, claims support and close-out.
- Strong experience working with international contractors and multidisciplinary project teams.
- Previous exposure to mining or mineral processing projects would be a significant advantage.
- Professional certification in Contract Management (CCM, CPCM, NCMA or equivalent) would be an asset.
Contractual & Commercial Expertise
- Strong knowledge of international contract frameworks, particularly FIDIC and/or NEC.
- Proven experience administering EPC, EPCM, construction and service contracts.
- Solid understanding of contractual notices, variations, claims, extensions of time, payment mechanisms and commercial risk management.
- Experience reviewing contractual terms, conditions, guarantees, warranties and performance obligations.
- Understanding of international procurement processes, tender documentation and commercial bid evaluations.
- Ability to interpret contract clauses and identify potential financial, legal and operational exposure.
- Knowledge of contractor performance monitoring, cost control interfaces and contract close-out requirements.
- Familiarity with Namibian contract law and local contractual regulations would be an advantage.
Digital & Reporting Skills
- Advanced proficiency in Microsoft Excel, Word and reporting tools.
- Experience using Electronic Document Management Systems (EDMS).
- Ability to maintain contract registers, variation logs, correspondence records and commercial dashboards.
- Familiarity with digital contract administration workflows and document control processes.
- Strong written reporting and contractual correspondence skills.
Personal Skills
- Excellent analytical, negotiation and problem-solving abilities.
- Strong commercial awareness and contractual discipline.
- Excellent stakeholder management and communication skills.
- Ability to work effectively with contractors, suppliers, engineering teams and senior project management.
- Highly organized, detail-oriented and capable of managing multiple contracts simultaneously.
- Proactive approach to risk identification and dispute prevention.
- Ability to work independently and perform effectively under pressure.
- Comfortable working in multicultural and international environments.
- Fluent English, both written and spoken, is mandatory.
- Valid driver's license.
Additional Information
- Position: Senior Contract Administrator
- Industry: Mining / Infrastructure / EPC-EPCM Projects
- Location: Swakopmund, Namibia, with activities at the mining project site
- Contract: Project-based assignment
- Expected duration: Until 31 December 2027
- Project phase: Detailed Engineering / Procurement / EPCM Preparation
- Reporting: Procurement & Contracts Manager / Project Director
- Language: English required
This position offers an opportunity to contribute to the commercial and contractual management of a major mining development project, working alongside international engineering, procurement and project management professionals.
Join an ambitious industrial project where your contractual expertise will directly support effective project delivery, commercial risk management and long-term project success.
